Office Manager & HR

Security Guard Solutions Inc.; Anaheim (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading security services provider in California seeks an organized Office Manager & HR Coordinator to support daily operations. The role involves handling office administration, managing schedules for guards, overseeing payroll, and maintaining confidential employee records. The ideal candidate is detail-oriented and adept in tools like Excel and Google Sheets. This position will play a crucial role in ensuring compliance and operational efficiency within the security operations team.

Qualifications

• Experience in office management or HR coordination in a fast-paced environment.
• Proficiency in managing schedules, payroll, and invoicing.
• Ability to maintain confidential records and documentation.

Responsibilities

• Run daily office administration including phones, emails, and filing.
• Build and maintain schedules for security personnel.
• Collect and review timesheets, validating hours for payroll.
• Create and manage client invoices based on schedules.
• Handle onboarding and offboarding paperwork effectively.
• Track unpaid invoices and coordinate with accounting on billing issues
• Handle onboarding/offboarding paperwork: background checks, training logs, I-9/E-Verify, files
• Maintain confidential employee records and compliance documentation
• Track incidents/workers comp intake and keep logs organized
• Prepare simple weekly/monthly reports (billing, payroll, coverage, staffing, compliance)

Skills

Organizational skills

Detail-oriented

Communication skills

Familiarity with payroll systems

Tools

Excel

Google Sheets

Job description

Office Manager & HR Coordinator (Security Services)

We’re looking for an organized, detail-focused Office Manager/HR Coordinator to support the security operations team. You’ll handle day‑to‑day office needs while coordinating scheduling, payroll, invoicing, and HR paperwork. This role has the authority to enforce timesheet deadlines, schedule compliance, and required documentation.

What you’ll do

• Run daily office admin: phones/emails, filing, supplies, vendors, and general support
• Build and maintain schedules for guards/supervisors; manage call-offs and coverage needs
• Collect and review timesheets; follow up on missing or late submissions
• Support payroll by validating hours, overtime, differentials, PTO, and corrections
• Create accurate client invoices based on schedules/timesheets and contract rates
• Track unpaid invoices and coordinate with accounting on billing issues
• Handle onboarding/offboarding paperwork: background checks, training logs, I-9/E-Verify, files
• Maintain confidential employee records and compliance documentation
• Track incidents/workers comp intake and keep logs organized
• Prepare simple weekly/monthly reports (billing, payroll, coverage, staffing, compliance)

Tools

• Scheduling/payroll/billing systems + Excel/Google Sheets (tracking, rate tables, reports)